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HomeMy WebLinkAbout03-14-2001 Meeting I FINANCE & APPROPRIA TrONS COMMITTEE COMl\.1ITTEE ROOM - March 14,2001 1:00 P. M. PRESENT: Hons. Bob Young, Mayor; Shepard, Chairman; H. Brigham, Co- Chairman; Bridges, member; E. W. Reece, Tax Assessor; Jim Wall, Attorney; Donna Williams, Interim Comptroller; Michael Greene, Asst. Director ofP.W. - Operations Division; Ma'X Hicks, Utilities Dept. Director; Walter Hornsby, Interim Administrator; Vanessa Flournoy, Staff Attorney; Brenda Byrd-Pelaez, Human Resources Director; Rick Acree, Asst. Director ofP.W. - Facilities Management Division; Teresa Smith, Public Works Director; Drew Goins, Asst. Director ofP.W. - Engineering Division; Lena Bonner, Clerk of Commission and Nancy Morawski, Deputy Clerk of Commission. ABSENT: Hon. Williams, member. Also Present: George Eskola of WJBF Television, Stacey Eidson of The Metropolitan Spirit, Heidi Coryell of The Augusta Chronicle and Hons. Cheek, Beard, Mays, Kuhlke, Commissioners. .. The Clerk: We have a request to add two items - to discuss the Riverwalk plaque and to seek a ruling for a determination as to deductibility of garbage fees. Mr. Bridges: r so move we add these. I Mr. H. Brigham: Second. Motion adopted unanimously. Mr. Chairman: Mr. Williams will not be here today on the Museum & Attraction Funding Subcommittee and we'd like also like to carry over the Link Deposit matter so I'd like a motion to delete Items 11 and 12 and place them on the next agenda. Mr. Bridges: I so move. Mr. H. Brigham: Second. Motion adopted unanimously. A request to approve declaring approximately 40' x 42' parcel lying behind property located at 456 Telfair Street as surplus property and authorizing sale to Charles W. Hock for appraised value, was read. Mr. Wall: This has an appraised value of$I,680.00 and I would recommend authorizing the conveyance. I Mr. Bridges: I so move. Mr. H. Brigham: Second. I Motion adopted unanimously. A request to refund of 1999 taxes in the amount of $36.86 to Teddy Crafton, Jr. for overpayment of taxes on Account 2005641, was read. A request to refund of 1998 and 1999 taxes in the amount of $310.08 to Linda P. Crawford for overpayment of taxes on Map 55-4, Parcel 198, was read. A request to refund of 1998 and 1999 taxes in the amount of $418.68 to Thelma Rainwater for overpayment of taxes on Map 33-3, Parcel 72, was read. Mr. Bridges: I make a motion for approval as read. Mr. H. Brigham: Second. Motion adopted unanimously. A request to refund of 1998 and 1999 taxes in the amount of $3,944.47 to Fred Calloway for overpayment of taxes on Map 51, Parcel 239, was read. Mr. Reece: Mr. Calloway purchased one piece of property but built a home on a different piece of property owned by Ms. Jones. Both parties have attorneys at this point and the situation will have to be worked out through them. I Mr. Wall: I would be concerned about refunding those taxes to the mortgage company. Can we hold this for two weeks and let me talk with Mr. Reece? Mr. Bridges: I move that we hold it until the next meeting and give them time to work it out. Mr. H. Brigham: Second. Motion adopted unanimously. A request to approve the purchase of One (1) FuellLubrication Truck from Mays International 'frucks of Augusta, Georgia for $147,171.00 (lowest bid offer on Bid 01-048), was read. Mr. Bridges: A motion for approval of the low bid. Mr. H. Brigham: Second. Motion adopted unanimously. I 2 I A request to declare surplus and authorize the sale of property located at 2441 Riverlook Drive with a minimum bid of $30,000, was read. Mr. Wall: The name on the item should be Mills. We're recommending that we sell this property and get it back on the tax books. Mr. Bridges: I move for approval. Mr. H. Brigham: I'd second it. Motion adopted unanimously. A. request to approve agreement between Springfield Village Park Foundation, Inc. and Allen & Batchelor, was read. Mr. Wall: The architectural contract was previously approved; however, the amount of the construction contract is $1,250,000. We're recommending approval of this contract which will facilitate issuance of a purchase order. Mr. H. Brigham: I'd like to move approval on this. Mr. Bridges: Second. I Motion adopted unanimously. A request to approve the acquisition of Eight (8) Fullsize Pickup Trucks for the Utilities Department - Administration Division from Augusta Dodge for $167,136.00 (lowest bid offer on Bid Item 00-133). (Referred from Commission meeting of March 6,2001), was read. A request to approve the purchase of Eight (8) Compact Pickup Trucks for the Utilities Department - Administration Division from Bobby Jones Ford of Augusta, Georgia for $140,397.20 (lowest bid offer on Bid 00-132), was read. Mr. H. Brigham: I'd move to get it on the table to delete Item 9 and consider Item 10. Mr. Bridges: I'll second it for discussion purposes. Mr. Hicks: In discussions with our inspector, he is suggesting that we consider getting four of the eight pickup trucks as full size trucks because of the need to haul pipe, fittings, and equipment of substantial weight to the job sites. The remainder could be the small compact trucks. I Mr. Bridges: I make a substitute motion that we mix these two with four of the compact trucks and four of the full size. 3 Mr. H. Brigham: Second. Motion adopted unanimously. I A request to seek revenue ruling for a determination as to deductibility of garbage fees, was read. Mr. Wall: I was asked whether or not the garbage services were a deductible item insofar as income taxes go. I was told that the best thing to do is to seek a revenue ruling to have a determination made whether or not it is a fee in which it would not be deductible or whether it's a tax in which event it would be deductible. It will take approximately six months to get this and the charge will be less than $1,000 to secure that ruling. Mr. Bridges: I move for approval. Mr. H. Brigham: Second. Motion adopted unanimously. The Committee discussed the Riverwalk plaque. Mr. Wall: Augusta Tomorrow has agreed the pay for the cost to include the company names on the plaque above the $4274.50. I Mr. Goins: I was also asked to get a price for adding the City Council members at the time of the inception of the Riverwalk. There were a total of 16 names and that would be about an extra $2,500 to add those names. Mr. Bridges: I make a motion that we approve the original type at a cost of $4274.50 with the businesses being added by the persons named with that portion of it being paid for by Augusta Tomorrow. Mr. Goins: I do not know the exact cost of adding the business names but I can get that for you. Mr. Chairman: It should also be an all or nothing thing for the business names. Mr. Bridges: I'll incorporate that as part of the motion. Mr. Chairman: I'll second that for purposes of discussion. Mr. Wall: And we need to correct Mr. McIntyre's name. Mr. Goins: Right. I 4 Motion adopted unanimously. I The Committee next discussed the job description for Internal Auditor position. (Deferred from Finance & Appropriations Committee meeting of February 26, 2001) Ms. Pelaez: There are a couple of changes in the job description. This will let the individual come to the Commission on a quarterly basis with reports as to what they've been doing. The second is to have a quarterly audit of departments that take in currency. :Mr. Bridges: How many take in currency? Ms. Williams: It depends on whether you consider Recreation as one department or the 27 locations that periodically collect cash. That number would be substantially higher, about 65 to 70. 1\1r. Chairman: How about instead of saying conducting "quarterly audit" how about saying "random audits" for the departments? Ms. Pelaez: Okay. I Mr. Bridges: I so move that we approve the amended version with the amendment added by the Chairman. Mr. Chairman: I second the motion. Motionadopted unanimously. The Committee next heard a report from Baird & Company regarding the cash audit we requested when the previous Comptroller was terminated. . Mr. Chairman: Can we have a motion to add that to the agenda? Mr. H. Brigham: I so move. Mr. Bridges: Second. Motion adopted unanimously. Mr. Cosnahan made a short presentation regarding the cash accounts. He noted that bank reconciliations had not been prepared in a timely manner, but that there were no notations of misappropriation of funds. He recommended that the accounts be reconciled each month and that this has already been taken care of. I Mr. Bridges: I move that we accept this as information. 5 NWM Mr. H. Brigham: Second it. I After further discussion, the motion was adopted unanimously. ADJOURNMENT: There being no further business, the meeting was adjourned. Lena J. Bonner Clerk of Commission I I 6 FINANCE & APPROPRIATIONS AGENDA COMMITTEE ROOM - March 14,2001 1:00 P. M. 1. Refund of 1999 taxes in the amount of $36.86 to Teddy Grafton, Jr. for overpayment of taxes on Account 2005641. 2. Refund of 1998 and 1999 taxes in the amount of$310.08 to Linda P. Crawford for overpayment of taxes on Map 55-4, Parcel 198. 3. Refund of 1998 and 1999 taxes in the amount of$418.68 to Thelma Rainwater for overpayment of taxes on Map 33-3, Parcel 72. 4. Refund of 1998 and 1999 taxes in the amount of $3,944.47 to Fred Calloway for overpayment of taxes on Map 51, Parcel 239. 5. Approve the purchase of One (1) FuellLubrication Truck from Mays International Trucks of Augusta, Georgia for $147,171.00 (lowest bid offer on Bid 01-048). 6. Motion to approve declaring approximately 40' x 42' parcel lying behind property located at 456 Telfair Street as surplus property and authorizing sale to Charles W. Hock for appaised value. 7. Motion to declare surplus and authorize the sale of property located at 2441 Riverlook Drive with a minimum bid of $30,000. 8. Motion to approve agreement between Springfield Village Park Foundation, Inc. and Allen & Batchelor. 9. Approve the acquisition of Eight (8) Fullsize Pickup Trucks for the Utilities Department - Administration Division from Augusta Dodge for $167,136.00 (lowest bid offer on Bid Item 00-133). (Referred from Commission meeting of March 6, 2001) 10. Approve the purchase of Eight (8) Compact Pickup Trucks for the Utilities Department - Administration Division from Bobby Jones Ford of Augusta, Georgia for $140,397.20 (lowest bid offer on Bid 00-132). 11. Consider report on Link Deposit Program. 12. Receive status report on Museum & Attraction Funding Subcommittee. (Requested by Commissioner Shepard) 13. Discuss job description for Internal Auditor position. (Deferred from Finance & Appropriations Committee meeting of February 26,2001) ADDENDUM FINANCE & APPROPRIA nONS AGENDA March 14, 2000 1:00 P. M. ADDITIONS TO THE AGENDA: 1. Discuss Riverwalk plaque. (Placed on Engineering Services Committee agenda in error) 2. Motion to seek revenue ruling for a determination as to deductibility of garbage fees.